Administrative Support Level I

Job Description

Job Description

Job Summary: Administrative Support Level I serves as a clerical expert in independently processing the most complicated types of office actions. The Administrative Support Level I may be asked to evaluate and consolidate information from various sources under short deadlines, such as internal or external survey information, reporting on statistics (retention, staffing, document processing, etc.). Guidance is provided as needed; however, this person is expected to work independently in delivering tasks and reports as required by the client management onsite. Completed written work receives close technical review from high-level client officials. The Administrative Support Level I maintains confidential information (employee lists, management contact info, etc.). Under the guidance of the onsite client management team, the Administrative Support shall perform a variety of administrative and secretarial functions for the Director or Executive office and at a minimum, shall perform the following functions:

Roles and Responsibilities:

• Prepare written communications using a variety of office software, specifically: Microsoft Word, Power Point, Publisher, Excel, and SharePoint
• Assist with new hire orientation for client employees
• Assist with travel arrangements using a online Travel Manager System.
• Coordinate logistics for client travel: book tickets, hotels, rental vehicles, estimate per diem, and voucher travel upon return
• Provide input into the Management Information System (MIS)
• With client provided input, use MIS to report current and future activities
• Track and report official time and attendance records for all federal employees within the office through Time and Attendance Electronic System
• Track and verify client employees award/recognition payments, transit reimbursements
• Respond to routine questions on policy and procedures, and/or provide reports, such as Contractor employee turnover or time and attendance
• Process employees for badges through the enrollment system, PIN resets and unlock
• Utilize Federal personnel rules and regulations including the Foreign Affairs Manual Volume III (FAM-Personnel)
• Answer incoming calls (external and internal) to the office in a highly professional manner and forward calls, take messages or resolve calls as warranted on an individual basis
• Organize, type, collate and file sensitive material
• Maintain the Director’s calendar of upcoming events, guest log, appointments, and other activities
• Review incoming documents and take appropriate action/distribution
• Track and monitor the status of memoranda, correspondence and taskers
• Inform personnel of overdue items, upcoming deadlines, and Department procedures and formats for processing documentation
• Prepare briefing materials and compile reports
• Provide support to other projects or tasks as required
• Receive deliveries and arrange for pick-up of outgoing shipments
• Be responsible for stocking the photocopy and facsimile machines and supplies as well as maintaining their operational status and taking the requested readings
• Receive and sort incoming/outgoing administrative mail
• Maintain constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the business day
• Admit and welcome visitors into facility and maintains visitor log-in files
• Liaise with building management to report and resolve maintenance issues
• Operate office equipment, including but not limited to: document scanners, telephones, intercoms, , label printers, and cameras
• Assist with ordering, tracking, receiving, inventorying office supplies through various methods (GSA, CA internal, etc.)